AIESEC UGANDA Exchange Participant Booklet

1 AIESEC Uganda - Makerere University Business School, Amule House 1337 Kampala, Uganda –

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Dear Exchange Participant (EP),

So you’ve been raised as an EP...

Congratulations! This is AIESEC’s way of endorsing your qualifications and agreeing to stand behind you as you look for a Global Community Development Program or Global Internship Program placement. The worldwide network is huge, so make sure you utilize it effectively in your search. In addition to the tools we discuss below, remember that there is a team on the local and national level that exists to support you! Don’t hesitate to contact your EP Buddy, EP Manager, local VPOGX and Member Committee (MC). The most important thing to AIESEC is the quality of your experience.

What do we mean by “matching”? Technically speaking, “matching” is when the EP makes an agreement with a TN abroad and confirms that s/he will take that placement. In this document, we will cover strategies to get from “raised” to “matched” more easily. Let’s get matched!

EP: Exchange Participant TN: Traineeship Nonimee. It represents the profile that the company needs. On our system, a EP applies for a TN. GCDP: Global Community Development Program GIP: Global Internship Program OGX: Outgoing Exchange LC: Local Committee (AIESEC committees present in a university) MC: Member Committee (National committee supervising the local ones) VP: Vice President. (Responsible in local and national committees). AI: AIESEC International

A quick work word on our exchange programmes:

AIESEC has several programmes available to its members. The most relevant for you as an Exchange Participant are the two types of exchanges.

Global Community Development Programme (GCDP) This programme creates cross-cultural positive impact through working abroad for social and community development projects. GCDPs lead to self-development and skill enhancement for the member undertaking the programme, and a culturally enriched community benefit for the host entity.

Global Internship Programme (GIP) This programme offers internships that contribute to the professional development of a member and assist in specialization in a certain field of work. They are normally long term in nature and involve working in diverse business projects and organizations.

Find in the next pages, the exchange process. This document will help you and guide you along the

exchange activities from the registration to the selection. Good luck.

Register on http://tinyurl.com/ugandatotheworld

http://tinyurl.com/ugandatotheworld


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Table of Contents.

1. REGISTRATION ................................................................................................................................................. 3

2. PAY THE EP FEE and SIGN THE CONTRACTS .................................................................................................... 5

3. RAISE YOUR EP FORM ON MYAIESEC.NET ...................................................................................................... 6

4. SEARCH FOR YOUR INTERNSHIP ................................................................................................................... 15

5. PASS THE SELECTION ..................................................................................................................................... 20

6. ACCEPT THE INTERNSHIP............................................................................................................................... 22

7. CHECKLIST EP ................................................................................................................................................. 23

8. LINKS .............................................................................................................................................................. 24

9. CONTACTS ...................................................................................................................................................... 24


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1. REGISTRATION

A. http://tinyurl.com/fromugandatotheworld

This form will help AIESEC Uganda to know better your preferences and to track you better. If

you register on the link, AIESEC Uganda will be able to follow up on you and your local

committee and make sure the procedure is in place.

B. www.myaiesec.net

Myaiesec.net is THE platform of AIESEC. You can find there all the AIESECers from everywhere in

the world but also all the job profiles that the companies are looking for.

- Click REGISTER HERE.

- Choose MEMBER and click NEXT.

- Fill in your information (see the red star). Take note that your AIESEC country in UGANDA and

your committee should be your university or the university near you. Click SUBMIT

- When the “sign up” is complete, an AIESEC responsible will accept your registration and you’ll

be able to access your myaiesec.net account.

http://tinyurl.com/fromugandatotheworld


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Fill in the information

that have a red star !

In order to choose more than

one area’s) of studies, maintain

the « CTRL » button.


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2. PAY THE EP FEE and SIGN THE CONTRACTS

The EP fee:

o 100 USD: Global Internship Program.

o 50 USD: Global Community Development Program – outside East Africa.

o UGX 50 000: Global Community Development Program in East Africa.

The fee can be paid in shillings at the exchange rate of 2500,-.

Payment method:

- To your Local Committee (your university AIESEC committee – see contacts below).

- To the national office (MC), MUBS amule house (see contacts below).

- Bank transfer on the account: AIESEC Uganda at Standard Chartered. [0102 010 750 400]

Mention your name-OGX-your university AIESEC chapter.

The contracts.

Sign the contracts stating the procedure, fee, rules and responsibilities of each party. See this with your LC or

the national committee. The contract has to be signed in 3 exemplars (1 for you, 1 for your LC, and 1 for the

MC). Find the contracts here: http://www.myaiesec.net/content/viewwiki.do?contentid=10161408

When the sign up is complete, wait for an

AIESEC responsible to accept your

registration.

http://www.myaiesec.net/content/viewwiki.do?contentid=10161408


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3. RAISE YOUR EP FORM ON MYAIESEC.NET

Tip: Have an updated CV ready because you will have to add it to your professional information.

a. After your registration is accepted. Go on myaiesec.net, enter your email and your

password.

b. Go on the tab “My Experience” and click GLOBAL INTERNSHIP or GLOBAL COMMUNITY

DEVELOPMENT according to the type of internship you want to do. Follow the instructions

as follow:

Log in to your

account.


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This is your profile

page.

Tab <My Experience> =>

Take a GIP or Take a

GCDP

THE PROCESS FOR GIP AND FOR GCDP IS THE SAME. FOLLOW THE EXAMPLE HEREUNDER:


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Enter your first name and last name

in order to create the email account.

You will receive an aiesec.net

account.

To check your AIESEC emails, go to

gmail.com. Enter your login email

(the one you use to enter on

myaiesec.net) and your password.

You will have to fill in

all the information

necessary (see red

star) before having a

complete EP form.

Click on each field and

edit them.

Personal information.

Click EDIT


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The only missing info is

the STREET. Fill in.

Click SAVE

Academic information.

Click ADD

Areas of studies :

Maintain « CTRL » to

choose more than one.


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Professional Information.

Click BROWSE and add your

CV.

Backgrounds

Click EDIT

Select up to 20 backgrounds

– Mention if it is A

(ACADEMIC), W (WORKING)

or B (BOTH).


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Skills.

Click EDIT

Select your skills.

Languages.

Click EDIT


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If you don’t see any « red stars » anymore, you can

generate your form.

YOUR EP FORM WAS CREATED BUT YOU NEED TO

FILL IN TWO MORE FIELD TO COMPLETE IT!


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Personal preferences.

Regions.

Tip : don’t be too narrow. Keep

your options and your mind open.

Choose “World”.


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You’re done. You will be able to see your EP Details.

Your EP ID is very important; it represents the

application package you will send to companies.

Once you’re accepted my an AIESEC

responsible. Your EP status will be

“Available”.

Your EP status is now «NEW ». An AIESEC

responsible will accept your form and put

it on “AVAILABLE”.


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4. SEARCH FOR YOUR INTERNSHIP

There are two ways to look for an internship on the system:

a. Tab “AIESEC Programmes” > GCDP or GIP (according to what program you chose) >

“Browse Internship”

b. Tab “AIESEC programmes” > team member > “Supply and demand management”. To be

under the team member programmes, you have to ask an AIESEC responsible to assign you

to a role on a team (on myaiesec.net) which will give you the access to this “supply and

demand” option.

Once you found an interesting internship, apply for it by sending an email to the TN manager (find his email on

the job description).

Follow the instructions for the first method here:

1

2

3. Click BROWSE INTERNSHIP


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1. You can select GIP or GCDP

here :

Countries. You can select more

than one country at once.

2. Click on SHOW to see the

countries.

3. You can also select

some backgrounds.

4. Click SEARCH to have the list of

the internship that might fit for

you.


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You can also select 1 or 2

backgrounds you have.

Here is the result.

You can see the name of the

company, the earliest start date.

The country, the type of programme and

the TN ID. Click on the TN ID to read the

job description.


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The job description contains everything you

need to know about the internship. Work

information, skills, background, languages,

regions…

Also you can find the email of the contact

person of the company.

Make sure the status is on AVAILABLE.

Also the email of the contact person of the

company.

The job description mentions REQUIRED and

PREFERRED backgrounds, skills,

preferences…

In case something is REQUIRED and you

don’t have this specific demand, the

company will not consider your application!

Also always have a look at the regions

preferences. Africa region might not be

included.


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There are two ways to apply :

- APPLY button.

- Email the TN manager.

(prefer this method)

a. APPLY button : Select the internship Press Apply Show interest


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5. PASS THE SELECTION

You can apply for more than 1 internship at a time. Understand that the process must be professional from

your side to increase you chance of being selected.

When you send the email to the TN manager, there are a few things you should keep in mind: - Make sure to state the company name and the TN ID in the email subject line, as one

TN manager may be responsible for several TNs

- You should state your EP ID and the TN ID in all correspondence with the TN manager; this can come in the body of your email.

- Make you state your motivations in the body and attach your CV.

- Make sure to read the TN form carefully to see if there are any special application

requirements. If you are applying for a GEP TN, such special requirements are very

likely!

- Many TNs get dozens of applicants, so it can be a lot of work for TN managers to sort

through all the emails--make sure yours stands out. The more clear, concise, and

professional you are in your email contact with the TN manager, the better your

chances. Please note that not all TN managers will respond to your emails

b. EMAIL: (PREFERRED WAY) Go to the Job Description, check the email of the TN manager and send him an email including: - TN and EP ID in object - CV in attachment - Motivations in the email


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Motivation letter:

Find some tips for your motivation letter here:

http://www.jobsite.co.uk/insider/how-to-write-a-cover-letter/

http://www.kent.ac.uk/careers/cv/coveringletters.htm

Curriculum Vitae:

Like your motivation letter, your CV will be most well-received when it is tailored to each TN you pursue. It must also be well-formatted. Naturally, the content is very important, but making your CV easy to read and aesthetically pleasing is worth the extra effort on your part. A good CV includes the following: • Up-to-date contact information (your email address and telephone number). Give an email address you will check often, but make sure that the address is something you feel comfortable giving to a potential employer. If your email address is “[email protected]”, you may want to rethink things. • Your career aspiration and objectives. • Your academic background. Be clear about your student status, and include your graduation date (expected or achieved). You may also add courses relevant to the job requirements. • Professional experience. Again, make sure that the relevance of each item you list is clear. You should give a few bullet points about pertinent achievements in each role. • If applicable, your IT and language skills, as well as any other related skills you may have that have not been brought to light elsewhere in your application. Additional Help. You can find many guides to writing CVs by searching online. You may also wish to consult career support services at your university for more information. Below, you will find some links that may be of help. http://www.kent.ac.uk/careers/cv/cvexamples.htm

Interviews In many cases, after reviewing your application the TN will ask to arrange an interview with you. This will generally be conducted via Skype--remember that Skype does have a video feature! Your interviewer may or may not have video on or request yours to be turned on, but you should dress to impress just in case.

http://www.jobsite.co.uk/insider/how-to-write-a-cover-letter/

http://www.kent.ac.uk/careers/cv/coveringletters.htm

http://www.kent.ac.uk/careers/cv/cvexamples.htm


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Treat this like any other job interview, and be prepared to answer any questions that are likely to come up. When you are scheduling your interview, remember to factor in the time difference between you and your destination! At the following URL, you can find some basic information on interview skills, as well as several pages on specific aspects of the interviewing process: http://www.kent.ac.uk/careers/intervw.htm Prominent consulting firm McKinsey& Company discusses two types of interviews it uses on its website. This information may be of use for EPs applying to more professionally oriented TNs: http://www.mckinsey.com/Careers/Apply/Interview_tips Job seekers’ website WorkTree offers the following review of common interview mistakes and what to do about them: http://www.worktree.com/tb/in_mistakes.cfm When both parties are satisfied, a match can take place. The following section will explain the technicalities of the matching process.

6. ACCEPT THE INTERNSHIP

This section discusses what transpires once a company has decided to accept you. If you are unsure whether you’ve reached this stage, it is best to wait for contact from the TN manager to confirm that the match will proceed. What is an AN? An AN, or Acceptance Note, acts as a contract between you and the company offering you the position. Once the TN has accepted you, you will need to send an AN to formally accept the placement. The country you are matching with may send you a template to fill in, or they may ask you to send them a completed AN. If they ask you to send one, the following is a link to an AN you can complete: http://www.myaiesec.net/content/viewwiki.do?contentid=10161408 When completing your AN, conditions of the internship should be set out (your EP ID and the TN ID should also be included here) and any special arrangements you’ve made--e.g. higher salary, longer/shorter duration--should be mentioned. Once you have sent your AN, you are committed to complete the TN. Receiving an AN

http://www.kent.ac.uk/careers/intervw.htm

http://www.worktree.com/tb/in_mistakes.cfm



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Once the company has received your acceptance note, they will send one back to you. When you have received this acceptance note, the match is official. You may only withdraw without consequence in the case of unsafe political conditions arising in the host city/country, or personal or family emergencies precluding you from participation. When this document exchange has taken place, you can “accept” the TN on myaiesec.net. Now you are matched!

7. CHECKLIST EP

Don’t forget! : Who can you get it from? CHECK?

Know the AIESEC basic knowledge Sending entity □

Culture shock preparation Sending entity □

Be aware of the Exchange Program Policies Sending entity □

Ask question about the reception (pick up, administration, accommodation…)

Hosting entity □

Have VISA assistance: invitation letter and introduction letter from AIESEC

Hosting and sending entity □

Get to know about the VISA and labour law in your hosting country

Hosting entity □

Assistance to purchase an health/travel insurance Sending entity □

Get key contact information/address: Phone no. of the TN Manager and address of the accommodation provided to you.

Hosting entity □

Receive key information on TN’s expectations Hosting entity □

Get to know about your country to share with your hosting country

Yourself □

Get a Ugandan flag Yourself □

Print documents: AN, Invitation letter, VISA, Passport, Tickets, health insurance, other documents.

Yourself □

Get to know the foreign currency Yourself □

Mail your Ticket to the TN Manager and send them your arrival details.

Yourself □

Camera to capture the best experience of your life. Yourself □

Check if the host LC needs you to get something along. For eg. Your Laptop, bed sheets, plug extension, …

Hosting entity □

□ □ □


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8. LINKS a. Registration:

http://tinyurl.com/fromugandatotheworld

b. Facebook group and page:

“AIESEC Uganda I am an Exchange Participant”- https://www.facebook.com/groups/305077246259979/

Aiesec in Uganda : https://www.facebook.com/AIESEC.Uganda

c. Website:

www.aiesec.org

d. Myaiesec.net wiki. Find all the information and documents there.


9. CONTACTS

a. AIESEC national office:

Adress: Portbell road, Nakawa, Amule House, Makerere University Business School, 1337 Kampala, Uganda

Email: [email protected]

b. Local Chapter in your university:

Kyambogo - Mercy: 0791.222.963 / [email protected] MUK - Kennedy: 0789.573.080 / [email protected] MUBS - Ekonga: 0775.518.328 / [email protected] MUST - Jeremiah: 0702.959.316 / [email protected] Ndejje - Bernard: 0775.694.761 / [email protected] Nkozi - Bridget: 0772.083.662 / [email protected] UCU - Emmanuel: 0705.647.740 / [email protected] Others - Aurelie: 0784.610.207 / [email protected]

http://www.aiesec.org/


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Documents

AIESEC UGANDA Exchange Participant Booklet